Document Controller I Real Estate I Asset Development

Job Requisition ID: 180200

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day

Overview Of The Role:

• The Document Controller is responsible for managing all project documentation, correspondence, and administrative coordination within the department. This role ensures that all project records are accurately maintained, properly distributed, and securely archived using the organization's document management systems, including Aconex.
• The position plays a critical role in maintaining transparency, traceability, and compliance across all project phases from initiation to handover.
• Success in this role is measured by the effective organization of documentation, timely distribution, adherence to compliance standards, and support of project workflows.
What You Will Do:

Document Control & Management

• Administer and manage the project document control system using Aconex.
• Register, track, distribute and archive all incoming and outgoing correspondence, drawings, reports, RFIs, submittals and contractual documents.
• Maintain accurate document logs and ensure proper version control.
• Ensure timely circulation of documents to relevant stakeholders.
• Monitor submission workflows and ensure adherence to approved document control procedures.

Aconex Administration

• Set up and maintain project workflows, distribution matrices and access permissions within Aconex.
• Ensure all consultants and contractors comply with document submission protocols.
• Generate reports from Aconex on document status, overdue submissions and approval timelines.
• Provide basic user support and coordination related to Aconex usage.

Meeting & Administrative Support

• Organize meetings, prepare agendas and coordinate logistics.
• Record and distribute meeting minutes in a timely and professional manner.
• Maintain action trackers and follow up on pending items.
• Provide administrative support to the Cultural Projects Department Director and team members.

Records & Archiving

• Maintain both electronic and physical filing systems in compliance with organizational standards.
• Ensure secure storage of sensitive and contractual documentation.
• Support the preparation of final project documentation, including as-built records and handover files.
• Ensure proper archiving of completed projects in accordance with audit and compliance requirements.

Communication & Coordination

• Serve as the primary point of contact for document-related communication between consultants, contractors and internal stakeholders.
• Ensure formal correspondence is issued in accordance with established templates and approval processes.
• Track deadlines and ensure timely responses to official communications.

Required Skills To Be Successful:

• Proficiency in Aconex for document management and reporting.
• Strong understanding of document numbering, version control, and records management.
• Excellent organizational and communication skills.
• Ability to manage confidential and sensitive documents professionally.
What Qualifies You For The Role:

• Bachelor's degree in Business Administration, Project Management, Engineering, Information Management or a related field.
• Minimum 3-5 years of experience in document control or project administration, preferably within construction, engineering, real estate, cultural projects or similar.
• Proven experience administering Aconex on complex projects involving multiple consultants, contractors, and internal stakeholders.
• Strong knowledge of document control processes, procedures, and best practices.
About Al-Futtaim Group Real Estate
The real estate development and operations arm of Al-Futtaim, Al-Futtaim Group Real Estate is responsible for a multi-billion-dollar portfolio across MENA. With high-quality residential, business, retail, tourism, educational and healthcare developments, the master developer caters to the diverse needs of cities and communities in the region. From origination, conception, development, sales, procurement and construction of mega-projects and the leasing, operation and management of these projects after completion, Al-Futtaim Group Real Estate (AFGRE) has been developing and managing owned landbanks, unlocking the economic potential of the region and contributing to future development for more than 40 years.
Our focus is to enable and invest in meaningful relationships to make our properties the best places to live and work, build additional products and services and enable partnerships to create true value to our customers throughout their entire experience with us.
AFGRE is responsible for master planning of all projects in its portfolio, including two large scale mixed use destinations: Dubai Festival City and Cairo Festival City.